Executive Administrative Assistant- Food and Beverage

2 weeks ago

Auburn, United States The Hotel at Auburn University Full time
Job DescriptionJob Description

Job Summary:

The Executive Administrative Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical and support functions such as preparing correspondence, receiving visitors, arranging conference calls, resolving guest issues, managing appointments, scheduling meetings, and assisting with special events.


Executive Admin Duties & Responsibilities:

  • Provide executive-level support to the Hotel Manager, Food & Beverage Director, Culinary Director and CEO in a professional manner.
  • Welcomes guests, clients, and meeting planners by greeting them in person or on the telephone.
  • Manage appointments and daily agenda, schedule in-house and off-site meetings in a courteous manner.
  • Plan travel arrangements, including flights, lodging reservations, and transportation. Prepare detailed itineraries.
  • Draft, organize, and distribute pre and post-meeting reports and meeting minutes.
  • Resolve guest issues in a timely and professional manner. Follow up to ensure complete guest satisfaction.
  • Draft letters, gift certificates, welcome notes, and other documents on behalf of leadership roles.
  • Coordinates VIP arrival amenities, gifts, and some reservations. Collect guest preferences and distribute accordingly.
  • Always maintain guest confidentiality.
  • Handles office-related duties: printing, faxing, copying, scanning, laminating, and binding.
  • Organize and maintain files, records, recaps, etc.
  • Assist with special events and classes related to AU College of Human Sciences, Horst Schulze School of Hospitality Management.
  • Coordinate reservations and keep guest history accurate and clean.
  • Collect recaps from special events and ensure the master recap binder is kept up to is date and organized.
  • Collect monthly reports from Food & Beverage departments and distribute them to the Food & Beverage Director and Director of Culinary Operations.
  • Collecting monthly reports from Rooms departments and distributing them to Hotel Manager.
  • Attend various meetings and take minutes of the necessary meetings.
  • Ensure menus are updated, printed, and distributed accurately.
  • Ensure hours of operation are accurate on websites, TripAdvisor, Facebook, Open Table, etc.
  • Order office supplies for departments.
  • Prioritize all telephone calls, in-person visitors, and scheduled appointments.
  • Ensure all guest requests and complaints (QIAF's) in KYC are closed and completed.
  • Manage profiles in KYC for arriving guests. Review previous complaints/requests/preferences for actionable items.
  • Respond to social media comments for the Hotel Manager and Director of F&B.
  • Performs other related duties as assigned.



Private Dining Responsibilities:

  • Handle all inquiries and leads through Ariccia's website, email and phone in a timely matter
  • Ability to make private and group dining arrangements with the guest, to include the following: Menus, pricing, wine selection, room set-up, audio-visual requirements, and billing information.
  • Distribute BEOs, agreements, any last-minute changes, and all pertinent information to the operation in a timely manner to ensure a proper handoff to Restaurant and Culinary teams.
  • Types and distributes all correspondence, including booking notices, letters, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
  • Assures all groups and private dining reservations are entered in OpenTable and Delphi
  • Designing, printing custom menus, signage for all events
  • Establishing and maintaining relationships with vendors
  • Work closely with Restaurant General Manager to understand appropriate food and beverage minimums and availability for all private/group dining inquiries.
  • Work closely with Restaurant Chef to understand menu updates, changes, pricing, etc
  • Remain in contact with the client prior to event to get final guarantees and method of payment prior to the function.
  • Track and report group/private dining sales.
  • Solicit feedback from guests concerning the service and food & beverage offerings in all outlets.
  • Assist the Restaurant Manager in planning and setting up special events for Ariccia Cucina and Piccolo bar and Lounge (eg. Beer, wine and spirit dinners, Mother's Day, Easter, Father's Day, Thanksgiving, Christmas, Graduation, New Years, Holiday Events, etc.)



Required Skills & Abilities:

  • Strong organization and time management skills.
  • Excellent verbal and written communication.
  • Excellent detailed reporting skills, critical thinking, and multi-tasking skills with the ability to manage a multi-line telephone.
  • Basic knowledge of dining room and service procedures and functions.
  • Ability to work under pressure and deal with stressful situations during busy periods.
  • Proficient in Microsoft Office Suite or similar software.

Education & Experience:

  • High school diploma or equivalent is required.
  • Prior hospitality experience is preferred.

Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.



An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.



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